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Administration - Board Minutes
MINUTES
October 18, 2018
 
The Board of Directors of Region XIV Education Service Center met in regular session at 12:30 p.m. on Thursday, October 18, 2018, at 1850 Highway 351; Abilene, Texas.
 
Board members present were:  Dr. Gene Shelhamer, Barbara Pittman, Keith Watkins, Roger Huber, Don Ballard, Jay Waller and Kay Hamlin.
 
Board members absent:  Sue Pond 
 
Staff members present were:  Shane Fields, Emily Jeffrey, Angie Mendoza, Rose Burks, Emilia Moreno, Cody Carson, Robb McClellan, Lisa White and Melissa Morales.
 
Dr. Shelhamer called the meeting to order at 12:30 p.m.
 
Minutes were approved on a motion by Keith Watkins and second by Roger Huber.  
Motion passed unanimously. (Minutes are attached to and made part of this record.)
 
The Board Report was presented by Mrs. Emily Jeffrey and approved on a motion by Roger Huber and second by Barbara Pittman.  Motion passed unanimously.  (Board report is attached to and made a part of this record.)
 
Mrs. Emily Jeffrey presented the Investment Report and it was approved on a motion by Barbara Pittman and second by Don Ballard.  Motion passed unanimously.  (Investment Report is attached to and made a part of this record.)
 
Mrs. Emily Jeffrey recommended to the Board that we continue to use Eide Bailly for our annual financial audit.  The Letter of Engagement was approved on a motion by Mr. Keith Watkins and second by Mr. Roger Huber.  Motion passed unanimously.  (Letter of Engagement is attached to and made a part of this record.)
 
Mr. Fields recommended to the Board that they approve the authorization of administration to seek, receive and consider public comments for respective grant applications. This general application of assurances was approved on a motion by Mr. Don Ballard and second by Mr. Jay Waller.  Motion passed unanimously.  (General Application of Assurances form is attached to and made a part of this record.)
 
Mrs. Angie Mendoza presented the 2018-2019 Head Start Board Orientation. She reminded the Board that they are legally and fiscally responsible for administering the Head Start program. A signature, from each board member, indicating that information was received, on the Philosophy and Goals of Head Start, Policy Council By-Laws, Roles and Responsibilities of the Board & Policy Council, Conflict of Interest Assurance & Purchasing Assurance, and Internal Impasse was collected.  No action needed on these items. (2018-2019 Head Start Orientation is attached to and made a part of this record.)
 
Mrs. Angie Mendoza presented the following budget reports:  West Head Start Budget, West Early Head Start, East Head Start, East Early Head Start, and the Early HS Expansion. The Board was given an opportunity to discuss the budgets and to ask questions.  Keith Watkins made a motion to approve all the Head Start Budgets as presented and Roger Huber seconded the motion.  Motion passed unanimously.  (Head Start Budgets are attached to and made a part of this record.)
 
Mrs. Mendoza presented to the board the credit card statement for CYL.  No action is needed.
(Credit Card Statement is attached to and made a part of this record.)
 
Mrs. Angie Mendoza reviewed the Head Start by-laws with the Board and asked for approval.  Mrs. Barbara Pittman made a motion to approve and seconded by Mr. Jay Waller.  Motion passed unanimously.  (Head Start By-Laws are attached to and made a part of this record.)
 
Mrs. Angie Mendoza reviewed the Impasse Procedure with the Board and asked for approval.  Mr. Don Ballard made a motion to approve and seconded by Mr. Jay Waller.  Motion passed unanimously.  (Head Start Impasse Procedure is attached to and made a part of this record.)
 
Mrs. Mendoza presented the Operational Plan 1302 Head Start Operations Subpart I-Human Resources to the board and it was approved on a motion by Mrs. Barbara Pittman and second by Mr. Roger Huber.  Motion passed unanimously.  (Operational Plan 1302 Head Start Operations Subpart I – Human Resources is attached to and made a part of this record.)
 
Mrs. Mendoza presented the Policy and Procedure 1302.10 Head Start Selection, Enrollment & Eligibility to the Board and a motion was made by Mr. Roger Huber for approval and second by Mr. Keith Watkins.  Motion passed unanimously.  (Policy & Procedure 1302.10 Head Start Selection, Enrollment & Eligibility is attached to and made a part of this record.)
 
Mrs. Mendoza presented the Policy and Procedure 1302.10 Early Head Start Selection, Enrollment & Eligibility to the Board and a motion was made by Mr. Keith Watkins for approval and second by Mrs. Barbara Pittman.  Motion passed unanimously.  (Policy & Procedure 1302.10 Head Start Selection, Enrollment & Eligibility is attached to and made a part of this record.)
 
Mrs. Angie Mendoza reviewed the Head Start Program Information Report and asked the Board to approve this report. Don Ballard made a motion to approve and Roger Huber seconded the motion.  Motion passed unanimously.  (Program Information Report is attached to and made a part of this record.)
 
Mrs. Angie Mendoza also provided Eligibility, Recruitment, Selection, Enrollment and Attendance (ERSEA) Training (45 CRF Part 1302.10 – 1302.18) (These items are attached to and made a part of this record.)
 
Mrs. Mendoza presented the Proposal to Reduce Funded Enrollment change in scope to the Board and it was approved on a motion by Mr. Roger Huber and second by Mr. Keith Watkins.  Motion passed unanimously.  (Reduction in Enrollment proposal is attached to and made a part of this record.)
 
Mrs. Mendoza presented to the Board the ERSEA (Eligibility, Recruitment, Selection, Enrollment and Attendance) Monthly Report; information included: enrollment/child count, attendance list, USDA Meals and Snacks, Policy Council minutes, Director’s Report, Overview and Findings in Comanche, Health and Safety committee report for Colorado City, Communication and Guidance from the Office of Head Start, and Delegate Information from Region 15 ESC. ERSEA training was also presented to include maintaining full enrollment, scabies and active supervision. (These items are attached and made a part of this record.)
 
Mr. Fields asked the Board to approve the resignation of Emily Faimoa.  Emily will be the new CFO at Hawley ISD.   Mr. Roger Huber made a motion to approve with regrets and Mrs. Barbara Pittman seconded it.  Motion passed unanimously.  (Resignation letter is attached to and made a part of this record.)
 
 
 
Mr. Fields asked the Board to approve the employment of 3 new hires including Leigh Anne Holden as P/T Curriculum Consultant; Becky Terry as Business Consultant and Cody Polk as Child Nutrition Consultant. Mr. Roger Huber made a motion to approve and Mrs. Barbara Pittman seconded it.  Motion passed unanimously.  (Resumes are attached to and made a part of this record.)
 
The Board was given a schedule for the TAESC conference in Grapevine being held on November 2-4, 2018 at the Gaylord Resort.  Mr. Fields stated that if they want to car pool or travel as a group, they will need to meet at the Service Center on that Friday at noon. 
 
The Board was given a schedule for the AESA conference in Colorado Springs to be held on November 28-December 2, 2018.  Please let us know if you will not be able to attend as the deadline for cancelling the conference is November 1, 2018.  We will need to coordinate everyone’s arrival flights to get a shuttle from the airport to the hotel.   Please send your flight times to Melissa as soon as possible if you will not be traveling with the group.
 
There being no further business, the meeting was adjourned at 2:06 p.m. on a motion by 
Mr. Keith Watkins and seconded by Mrs. Barbara Pittman.
 

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